Billing Profiles are a set of billing details that collects invoicing and remittance information for a client, such as Invoice Terms, Billing Contact, and Location. Multiple Billing Profiles can be set up for a client depending on their invoicing needs, such as direct hire invoices having different terms that contract invoices.

This articles guides you through the steps for creating a Billing Profile.



This Knowledgebase Article is based on information from Confluence Page ID 8454145. If updated, please review the corresponding Confluence source.

Parties Responsible for Process

  • Accounting


Creating a Company Billing Profile

Before You Begin

You must have the appropriate action entitlements in order to create or edit Billing Profiles. Please contact Support to review and adjust your action entitlements.

Steps

  1. On the company record, select the Billing Profiles tab.

  2. Choose Add Billing Profile.

  3. On the Add Billing Profile screen, complete the fields (additional guidance can be found below):

  4. Once you have finished entering the profile details, select Save to confirm your changes.

You can now associate Placement records with a billing profile when creating those records.

Data Population Guidance & Definitions

Field Name

Data Population Guidance & Definitions

Order

Effective Date

The date you want to start using the profile.

  • Defaults to today’s date.

1

Title

This is the name of the Billing Profile that will be used in other parts of the application. The standard format for titling Billing Profile is as follows:

Company Name (DWG/MCG Invoice Terms) / Contact Name - Employment Type

ie.

10X Genomics (DWG Due on Receipt) / AP Contact - Contract

Middesk (DWG Net 30) / AP Contact - Retained

2

Status

Determines if the Billing Profile is currently in use.

3

Billing Specialist

the internal ar/invoicing representative or user who handles invoicing for a particular client or billing contact.

4

Bill-To Client 

the client that receives the invoices.

5

Invoice Terms

A set of rules that control the details of the invoice such as net days and when timesheets get invoiced. Invoice Terms should already exist before creating a Billing Profile.

6

Location

the Bill To location where the invoices should be sent.

7

Billing Contact

the client contact responsible for processing/paying invoices.

8

Bill-To Attention

additional information to help ensure the invoice gets to the right place.

9

Delivery Method

choose whether the invoice should be emailed, printed, or neither.

  • If Email:

    • An Email Template must be selected and at least one email address needs to be entered.

    • An email will automatically be sent to the client upon finalization of the Invoice.

10

Invoice Email Template

The document template to be used when generating the PDF Invoice.

  • For DeWinter Group, please select “Invoice Template - DeWinter Group”

  • For Maris Consulting Group, please select “Invoice Template - Maris Consulting Group”

11

 

 

Editing Billing Profiles


Billing Profiles may change over time. When profile information is updated, you can edit the existing profile to better suit your needs. This allows you to use updated profiles without having to update the profile information on the associated job or placement record.

This articles guides you through the steps for creating a Billing Profile. See Adding a New Billing Profile Version for other options on editing existing billing profiles.


Steps


  1. On the company record, select the Billing Profiles tab.

  2. Open the profile you wish to update.

  3. On the Edit Billing Profiles screen, select Edit.

  4. Update the profile information as needed.

  5. Select Save to confirm your changes.

 

Deleting Billing Profiles


If you have Billing Profiles that are outdated or no longer needed, you can delete those profiles.

 

Required Entitlements


  • Delete Billing Profile Version allows users to delete the latest effective-dated Billing Profiles version.

    • Example: In the picture above, this user can delete the 06/03/2022 version.

  • Delete Billing Profile Version AND Manage Current Billing Profile Version allows users to delete any current or future dated Billing Profiles.

    • Example: A user with these entitlements can delete the 03/20/2022, 05/01/2022, and 06/03/2022 versions.

  • Delete Billing Profiles Version AND Manage Future Billing Profile Version allows users to delete any future dated Billing Profiles.

    • Example: A user with these entitlements can delete the 05/01/2022 and 06/03/2022 versions.

  • Delete Billing Profiles Version AND Manage Historical Billing Profile Version allows users to delete any past, current, or future dated Billing Profiles.

    • Example: With these entitlements, a user can delete any version except 02/01/2022.


Multiple Versions


If you wish to manage past or future dated versions of the Billing Profiles you can select the Terms version from the dropdown menu toward the upper-right corner.

You may only delete certain terms based on the following criteria:

  • The Billing Profile is not the earliest dated term.

  • You have the correct combination of user entitlements.

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Steps


  1. On the company record, select the Billing Profiles tab.

  2. Open the billing profile you wish to delete.

  3. If necessary, select the profile version from the dropdown menu located toward the upper-right.

  4. On the Edit Billing Profiles screen, Select Delete.